July 21, 2020
The Town of Glen St. Mary held the regular monthly meeting on Tuesday,
July 21, 2020 at 7:00 P.M. at the Town Hall with Council MembersMcCullough and Rhynehardt present. Council Member Reneau and Attorney Bense participated virtually with Zoom. Mayor Amanda Hodges presided over the meeting. Mrs. Kyla Taylor of Lyons & Lyons opened with prayer followed by the flag salute.
Note: These meeting minutes are a summarized version of the actual discussions at the meeting. These are not verbatim transcripts. For a complete audio recording of the discussion please contact Donna Loadholtz at glenstmary3777@glenstmary.org.
Public Hearing:
A) Resolution 2020-04 – Attorney Bense read the resolution title aloud and added that it mirrors the agreement with the Glen Oaks RV Resort. Mr. Nathan Cosgray had no problems with the Resolution. There were no other comments from the public.
B) Resolution 2020-05 – Attorney Bense read the resolution title aloud, but pointed out a change he had made. The original resolution gave a 90-day effective date, but he changed it to be effective immediately since the fees are being reduced. This would allow the reduced rates to be given tomorrow if it is passed tonight. With no public comments, the public hearing was closed.
Minutes: Consideration:
A) May 19, 2020 – Workshop - On a motion by Councilman Rhynehardt, second by Council member Reneau, the Board voted to approve theminutes as presented. (Vote 4-0)
B) May 19, 2020 – Regular Monthly Meeting - On a motion by Councilman Rhynehardt, second by Council member Reneau, the Board voted to approve theminutes as presented. (Vote 4-0)
C) June 9, 2020 – Special Meting - On a motion by Councilman Rhynehardt, second by Council member Reneau, the Board voted to approve theminutes as presented. (Vote 4-0)
D) June 16, 2020 – Regular Monthly Meeting - On a motion by Councilman Rhynehardt, second by Council member Reneau, the Board voted to approve theminutes as presented. (Vote 4-0)
Policy Agenda Items:
A) Impact Fee Study Results from the Town’s Engineer, Tim Norman – Mr. Norman addressed the Board to saythe fees are there for developers to pay their share. He has looked at the Town’s current situation and the Town still has a lot of remaining capacityfor water. The Town uses about 35,000 gallons per day and the plant is rated for 250,000 gallons per day. The Town started the water system back in 1996 with fire protection. He went over grants and funds used to build the plant and how he came up with the depreciated cost to give an Estimated Residential User price. He recently sent a letter showing the computer analysis with 50 gallons per minute. To put in a parallel main, it is suggested that it would increase the PSI very little. The Town must maintain a 20 PSI and we are at 47 PSI, so Mr. Norman did not think the Town needs a parallel main. He added the next CDBG grant cycle will be opening soon for the Town to continue extending sewer on the South side of Town. On a motion by Council Member Reneau, second by Councilman Rhynehardt, the Board voted to approve theImpact Fee study. (Vote 4-0)
B) Vote to Adopt Resolution 2020-04 – A Resolution of the Town of Glen St. Mary, FL Approving an Agreement with Glen Oaks Resort, LLC for Capacity Fees - On a motion by Council member Reneau, second by Council member McCullough, the Board voted to adopt Resolution 2020-04 as presented. (Vote 4-0)
C) Vote to Adopt Resolution 2020-05 – A Resolution of the Town of Glen St. Mary, FL Setting Capacity Fee Rates – This Resolution will reduce the current Capacity Fee Rates from $1,000 per ERU to $250 per ERU. - On a motion by Councilman Rhynehardt, second by Council member McCullough, the Board voted to adopt Resolution 2020-05 with the previously mentioned change of effective date. (Vote 4-0)
Mayor Hodges told Council she needed to add an agenda item that was overlooked. Mrs. Kyla Taylor of Lyons & Lyons was present to go over the Town’s 2018/2019 Audit ending September 30, 2020. She told Council since both Greg and Clay were on vacation, she would be presenting the audit. She pointed out several pages throughout the audit booklet explaining the balancing and summarizations for both the General Operating account and Water/Sewer Account. She explained on page 9, we have a decrease of $131,387 because the Town used its CD’s to finish the last sewer project. The previous audits did not list assets. There are notes to the financial statements showing when the Town voted to move the CD money and used the $65,000 CD that was reserved for USDA reserves, the Town must now repay $5,660 back annually over the next ten years. The same findings of lack of segregation of duties were noted, but very common in small communities. She asked that the Council look over the audit and call him if they should have any questions about anything. On a motion by Councilman Rhynehardt, second by Council member McCullough, the Board voted to accept the 2018/2019 annual audit as presented. (Vote 4-0)
D) Repairs for the 1999 Ford Utility Truck (tires $500-600, air compressor $300) – Maintenance employee, Matt Torgerson told Council we have put about $3,000 into this truck so far and it still has issues. The truck could be used and has tool boxes for tools and supplies since the other truck has the mosquito sprayer in the back of it. Council suggested checking with the Sheriff’s office for surplus and see where we are at next month.
E) 30, 60, 90 day evaluation for new employees – Mayor Hodges introduced Council members to an evaluation form she has implemented so that all employees get feedback on their performance.
F) Wiggins Property Issues – Mayor Hodges told Council she has reached out to Sara Little with Baker County. Sara is handling code enforcement. We are keeping a tally of when the maintenance employees go over and clean up or mow the property. They recently went and cleared the sight line coming from the post office. We found out there is no probate on the property. We have posted notice to the address listed at the property appraiser’s office. We have posted on the property when the neighbors started complaining about the grass being high.
G) Vote on New Council Member – Mr. Freddie Oca had sent in his resume, but he was not present and we were unable to get ahold of him for the meeting, so Council tabled the vote until the next monthly meeting. Attorney Bense told Council they will need to make sure he is qualified with the Supervisor of Elections office.
H) Assistant Clerk Qualifications and Job Posting – Mayor Hodges told Council that she had sent an email previously asking for input from the Council regarding qualifications to be put in a help wanted ad. The plan is to reduce the Mayor’s salary and use the money to help pay for an assistant since they are paid from the same accounting line. Then Town’s CPA added they could expect to see funds coming from the utility fund. Council discussed the need for someone skilled enough to catch on and be trained. They also discussed the need of paying no less than $12 per hour because we need someone that will stay. Councilman Rhynehardt told Council they would need to look at the budget to see what the Town can afford. Mrs. Taylor added the need for the person to be trustworthy. Council will have an ad put in the paper basing the pay on experience. Council voiced concerns that it may take a while to get someone. On a motion by Council Member McCullough, second by Council member Reneau, the Board voted to get an ad ready and run it in the paper. (Vote 4-0)
I) Review of June Expenditures (Check Register) – Council had no questions about the June expenditures. On a motion by Councilman Rhynehardt, second by Council member McCullough, the Board voted to accept the prior month’s expenditures. (Vote 4-0)
Mayor Hodges reminded Council of the ethics training that is due this year.
On a motion by Councilman Rhynehardt, second by Council member McCullough the Town meeting was adjourned at 8:01 P.M.
